Board Minutes July 2022

Note: Starting this month we will adding a link to the package/agenda to posts of the minutes.

Meadow Hill, Inc.
Minutes of Executive Board Meeting
July 20, 2022

                                                                                Associated Package/Agenda <read>

Executive Session

The Executive Session convened at 12:15 PM by Property Manager Sheila Duncan.

Board Members present:  President Toni Dolan, Vice-President Ed Litke, Treasurer Dawn Faucher, and Directors Dave Faxon, Sandy O’Leary, and Ron King. Secretary Jim Fuda attended remotely.

Per state law, voting on any issue discussed in Executive Session is done in Open Session of the Board of Directors meeting. See the Open Session notes below for any action necessary by the Board on any item discussed in Executive Session

The Executive Session closed at 1:24 PM

Open Session

The Open Session of the Executive Board Meeting convened at 1:33PM.

Present were President Toni Dolan, Vice-President Ed Litke, Treasurer Dawn

Faucher, and Directors Dave Faxon, Sandy O’Leary, and Ron King, Maintenance Supervisor Darien Covert, and Sheila Duncan of Imagineers. Secretary Jim Fuda attended remotely.

Minutes – Minutes of the June 15, 2022, Executive Board Meeting were unanimously approved by e-mail vote (4-0) and are uploaded to the Meadow Hill and Pilera Web sites. Members Faxon, Faucher, and King abstained from voting as they were unable to attend the meeting.

President’s Remarks – no specific remarks Treasurer’s Report

Treasurer Dawn Faucher reported that the transition to Treasurer has gone well and is complete thanking Connie and Imagineers for the support to make the transition smooth. Our financials continue to be strong, and the audit completed last month confirming the solid position of our financials.

Maintenance Report

Darien Covert reported that first round of weeding and pruning was recently completed by Highlight. Work Orders are up to date except for a few siding repairs which will be undertaken next. Garage door bottom replacement will be done by the end of this week.

Projects from the Project List will be done – paint wrought iron railings, power wash paddock fence, paint trash doors, paint/replace posts for signs.

Manager’s Report

Sheila Duncan of Imagineers reported activities performed and completed as reported in Board Packet – insurance resolution for Units 6 and 10 continue, pruning issue with two unit owners has a plan in place, and 227 HWW damage from a failed water heater will require filing of a claim under our Master Policy as the damage exceeds $10,000.

Committee Reports

  • Grounds – Mike Proulx, Committee Chair. reported the Spring projects were in process and the pollinator garden planted in the spring growing and doing well. Fall plans are being developed by the Committee.
  • Trees – Toni Dolan reported on behalf of Gene Flynn, Committee Chair, the proposals for tree removal and pruning as recommended by our tree experts, Watson Treeworks and approved by the Board by e-mail vote on July 17th is in process.
  • Communication Committee – Toni Dolan reported on behalf of Gene Flynn, Committee Chair, the Emergency Access plan, and signage is progressing. A mockup of the proposed signage was available for those in attendance to comment on.

The TCN community alert tool was too complex to manage and scrapped. The Committee is looking for an alternative plan that will better meet the needs of Meadow Hill.

  • Long Term Planning – Dave Faxon reported the Committee is working on the

Aluminum Wiring Remediation as a priority as a safety issue to the Meadow Hill Community. The Committee has submitted a Draft Report to the Board and is looking for Board approval to move forward with pursuing the COPALUM Connection Method as the desired remediation method and to begin discussions to pursue a Line of Credit with Windsor Federal Bank. Motions granting these approvals are noted below in New Business. Communication and information forums will be held over the next few months as we are looking to have the remediation completed by the end of 2022.

  • Rules – Toni Dolan, Committee Chair reported the group has met four times and is in process of developing a draft for presentation in September.
  • Social Committee – Sandy O’Leary, Committee Chair, reported the 4th of July Brunch was well received and a successful program. Bingo Night is scheduled to start on Monday, the 26th.
  • Fire Rebuild – Jim Fuda, Committee Chair reported that demolition was completed in four days, and construction has started. Discussions are ongoing with the insurance company to increase additional insurance payments and reduce the shortfall. Further updates will be provided.
  • Maintenance Committee – Bob Kolwicz presented the proposals received from AD Masonry for retaining wall repair/ reconstruction for Units #10 ($1,950), Unit #120 ($3,660) and Unit #159 (1,924 plus pavement). The wall for Unit #159 will be completed by our Maintenance staff. The Wall for Unit #10 will be performed under the Fire Rebuild. The wall for Unit #120 was approved by the Board (see motion below Under Item 9).

Open Forum 

  • Unit #191 (Connie Liscomb) Inquired whether the Association maintains wrought iron railings to front stoops of units as well as those on common areas. They were informed the maintenance of wrought iron railings on front stoops is the responsibility of the homeowner.  Eileen Rotharb, Unit # 174, asked whether some type of process could be added to the paint on the railings that would provide better gripping during the winter months.  Kathleen Collins, Unit #272, suggested that taping might help.  Darien stated that any addition to the current paint might result in flaking and peeling, but  will look into possible options.
  • Unit #182 (Dave Fillion) discussed violation letter received and history of verbal approval received 15 years ago. Discussion ensued with the Board resulting in a decision by the Board for the violations to be remedied. The board did not decide to allow permission to continue with the vegetable plantings. This issue to be taken up by Rules Committee A motion was made by Ron King, seconded by Ed Litke to remove the violation. The motion was approved unanimously.
  • Unit #174 (Eileen Rotharb) was provided clarification of the rebuild schedule and the aluminum wiring time frame for the project. She also suggested the restart of the Book Club.
  • Unit #272 (Kathy Collins) seeking clarification on the four – foot rule, specifically growing herbs in pots on patios/decks. Toni responded this item is under discussion with the Rules Committee.
  • Unit #182 Dave Fillion offered insight to the Board and the Long-Term Committee on effective aluminum connections used in the 1970. Dave Faxon replied the COPALUM connections proposed are accepted by the insurance industry and by the Consumer Safety Protection Commission.Old Business – none New Business
  • Retaining Wall near Unit #120 – Motion for approval of the expenditure of $3,660 to repair the wall near unit #120, provided in the proposal by AD

Masonry and noting the amount is within the $5000 budgeted. Motion by Dawn Faucher and seconded by Ron King. The motion was unanimously approved (7-0).

  • Unit #182 Violations – Motion by the Board for the unit owner to remove the violations. Motion by Ron King, seconded by Ed Litke. Unanimously approved (7-0).
  • Aluminum Wiring Remediation – Motion to move forward with the project using the COPALUM wiring methodology as it has a proven track record and an accepted methodology by the insurance industry and approving the Long Term Committee to seek a final sole source proposal from AL Wiring of Cromwell, CT. Motion by Dave Faxon, seconded by Dawn Faucher. Unanimously approved (7-0).
  • Aluminum Wiring Remediation – Motion to authorize to fund the project in the amount of $770,000 and authorizing the Treasurer and the Long-term Committee to enter into discussion with the Windsor Federal Savings Bank for the line of credit. Motion by Dave Faxon, seconded by Ed Litke. Unanimously approved (7-0).
  • Aluminum Wiring Remediation – Motion to engage Scott Sandler of Sandler & Hansen of Middletown, the Association’s attorney, to review and advise on the specific steps and process for funding approval. Motion by Dave Faxon, seconded by Dawn Faucher. Unanimously approved (7-0).
  • Deck Inspection – the Board voted unanimously to approve the proposal of Hibbard& Rosa Architects; LLC dated Junes 27, 2022 in the amount of $4,000 for a review and inspection of 39 decks at Meadow Hill. Motion by Jim Fuda, seconded by Dave Faxon and approved unanimously (7-0).
  1. Pool Hour Change – Director Ron King asked the Board to consider changing pool hours to allow grandchildren to use the pool earlier in the day than the current rules allow. Toni Dolan will add this to the discussion with the Rules Committee.Adjourn

Meeting was adjourned by unanimous vote (7-0) at 2:47 PM. Ron King moved, Dawn Faucher seconded and unanimously approved by the Board (7-0). 

Time of adjournment – 2:47 PM

Minutes submitted by: Jim Fuda

Minutes approved by email vote – 07/27/2022

Attachments: None

Email Votes – 06/16 to 07/19 2022

The following votes were made since the last Board meeting and are recorded as part of these notes:

 

06/27/2022 – Motion to approve the Minutes of the Executive Board meeting of June 15, 2022. Motion by Toni Dolan, second by Jim Fuda. Unanimously approved

(7-0).

07/13/2022 – Motion to approve the request from Gene Flynn, Committee Chair of the Tree Committee for the removal of three trees and heavy trimming of a fourth tree in the amount of $2,446.05 as provided in the proposal of Watson Treeworks, LLC  dated July 12, 2022. Motion by Toni Dolan, seconded by Jim Fuda. Votes Yes – 6 and one no vote by Sandy O’Leary who was out of town on vacation and unable to vote. Motion approved.